What this module does
The Internal Communication module brings the company's announcement, feedback and engagement tools together. These screens are in the Comms and docs group of the left menu, under Internal communication, Shuttle and Surveys:
Announcements: Publishes company announcements as a timeline and optionally delivers them by email and SMS. The Celebrations tab shows birthdays and work anniversaries of the last 7 days.
Company Policies: Publishes policies such as occupational safety, environment, HR, information security and personal data as text or PDF to all employees or to selected branches, departments and positions; employees open the current version from the menu and from the Policies card on the home page.
Contracted Institutions: Publishes institutions such as hospitals, gyms, schools and restaurants that give employees a discount or a privilege, with logo, benefit, discount code, contact details and brochure; employees find them from the menu and from the Contracted Institutions card on the home page.
Report: Lets employees send suggestions, complaints or reports to HR (anonymously if they wish) and HR answer them.
Shuttle: Manages shuttles, their stops and employee assignments, and publishes shuttle announcements.
Surveys: Sends surveys to employees, tracks responses and exports them.
Chatbot: Offers an AI assistant that answers employees' questions from the company documents you upload.
Celebrations: Manages birthday and work anniversary emails and AI-generated celebration content.
Roles and permissions
Permissions are assigned on Configuration > Internal communication > Responsibilities; see Managing permissions for details.
Role | Permission | What they can do |
Admin | Communication Module Administrator Permission | Adds and deletes announcements; creates report types, sees and answers employees' reports; adds shuttles, assigns employees, publishes shuttle announcements; creates and sends surveys and downloads results; configures the chatbot; manages the Celebrations screen; manages company policies and contracted institutions; gets the institutions' validity end reminders. |
Policy manager | Policy Management Permission | Adds, publishes, sorts and archives company policies only, without the announcement permission; gets the review reminders. |
Employee | Communication Module Employee Permission | Sees announcements and the celebration feed and leaves congratulations; sends reports; sees their assigned shuttle and stop; answers surveys sent to them; uses the chatbot if access is granted; reads the company policies of their audience and sees the contracted institutions. |
Permission manager | Communication Module Permission Management | Accesses Configuration > Internal communication > Responsibilities. |
Before you start
Announcements target departments, so your departments and positions must be defined and employees assigned to a position.
SMS announcements, the chatbot and AI celebration content spend Digital Credit; the company needs a balance.
For celebration emails, employees' birth dates and company entry (seniority) dates must be recorded.
Initial setup
On the Report screen, add report types that suit your company (Sending and answering reports).
If you use shuttles, add shuttles and stops on the Shuttle screen and assign employees (Shuttle management).
If you will use the chatbot, upload your documents and set the question limit and employee access on Configuration > Internal communication > Chat assistant settings (Chatbot).
On Configuration > Internal communication > Celebration email settings, turn on birthday and work anniversary emails (Celebrations).
Daily flows
Admin:
Publishes announcements: Publishing announcements.
Publishes and updates company policies: Publishing and reading company policies.
Adds, publishes and features contracted institutions: Publishing and viewing contracted institutions.
Answers reports: Sending and answering reports.
Prepares surveys and follows results: Creating surveys and tracking results.
Manages shuttle assignments and shuttle announcements: Shuttle management.
Employee:
Reads announcements and congratulates colleagues: Publishing announcements, Celebrations.
Reads company policies: Publishing and reading company policies.
Sees contracted institutions and their discount codes: Publishing and viewing contracted institutions.
Sends reports: Sending and answering reports.
Answers surveys: Answering a survey.
Asks the chatbot: Chatbot.
Digital credit usage
Action | Credits |
SMS delivery of an announcement | 1 credit per SMS recipient |
Each message sent to the chatbot | 7 credits (charged when the answer completes) |
AI celebration content (image + video) | 20 credits per celebration |
Statuses and what they mean
Screen | Status | Meaning |
Report | Await Reply | The report has not been answered yet. |
Report | Replied | HR wrote an answer; the employee sees it with Show Answer. |
Surveys | Draft | The survey was saved but not published. |
Surveys | Sent | The survey was sent to the employee and awaits a response. |
Surveys | Answered | The employee submitted the survey. |
Surveys | Not Answered | The survey's closing period ended without a response. |
Contracted Institutions | Draft | The institution is saved but not published; employees don't see it. |
Contracted Institutions | Published | The institution is visible to the employees of its audience. |
Contracted Institutions | Passive | The institution was taken off; employees don't see it. |
Contracted Institutions | Expired | The validity end date has passed; the institution stays on the Expired tab and employees don't see it. |
Celebrations | Ready, Approved, Rejected, Failed, Skipped | Generation and approval status of AI celebration content (Celebrations). |
Notifications
Event | Recipient | Channel |
Announcement published | Active employees in the selected departments | Email and/or SMS as selected; an in-app notification if one of these channels is selected |
Shuttle announcement published | Employees assigned to the selected shuttles | In-app notification; email if selected |
Survey sent | Survey recipients | |
Reminder before the survey closes | Recipients who haven't answered | Email (the number of days before you set, at 09:00) |
Survey answered | The responding employee; the notification address in the settings, if any | |
Birthday / work anniversary | The employee and the selected target audience | Email (daily at 10:00) |
Contracted institution published | Employees in the institution's audience (only if Notify employees is ticked) | In-app notification and push, per each person's notification settings |
Contracted institution validity ending | Users with the Communication Module Administrator Permission | In-app notification and push, once, 30 days before the end date |
Actions on the Report screen (new report, answer) don't send emails or notifications.
On mobile
The Teamso mobile app opens the Internal Communication screens the same way. See Mobile app.
Common mistakes and FAQ
I sent the announcement to one department, but every employee sees it on the Announcements screen.
The department selection determines who receives the announcement by email, SMS and in-app notification. The Announcements screen lists all of the company's announcements.
An SMS announcement shows "Contact your manager regarding Teamso Digital Credit."
The credit balance is not enough for the selected recipients; the announcement is not created. Add credits or turn SMS off.
An employee can't see the Celebrations menu.
The Celebrations settings screen is only available to users with Communication Module Administrator Permission. Employees see the celebration feed on the Announcements > Celebrations tab.